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H4 : Leading Others to Create A Brighter Future

H4 : Leading Others to Create A Brighter Future. Heather A. Chermak, Senior Associate Registrar University of Idaho Julia A. Pomerenk , University Registrar Washington State University. Two Land-Grant Institutions 8 Miles Apart.

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H4 : Leading Others to Create A Brighter Future

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  1. H4: Leading Others to Create A Brighter Future Heather A. Chermak, Senior Associate Registrar University of Idaho Julia A. Pomerenk, University Registrar Washington State University

  2. Two Land-Grant Institutions 8 Miles Apart • Both institutions are located on the Palouse of Washington and Idaho • UI uses Banner; WSU uses PeopleSoft • 11,400 at UI in Moscow (12,500 overall) • 19,000 at WSU in Pullman (25,000 overall) • Many cooperative courses • One Bi-State School of Food Science

  3. In the beginning… • In the 1950s: the Animal Veterinary Science departments shared courses across the state line • Over the next 60 years: many departments shared courses • 2008: the Bi-state School of Food Science was established. It’s administered jointly by the UI and WSU

  4. Shared Courses • Departments allowed students from either institution to attend courses • Some courses are team taught and offered on each campus alternating semesters or years • Courses were cataloged at both institutions, so students registered at home institution • Data feeds established to monitor enrollments

  5. Questions that Prompted Change Departments and administration asked: • “What students and how many students are we serving?” • “What resources are being used?” Registrars asked: • “Why are departments so lax in updating curriculum? • “What shall we do about the students who are ‘lost on the highway’”?

  6. Changes Creating More Change • WSU moving from home-grown, mainframe SIS to PeopleSoft • UI upgrading from BlackBoardto BbLearn • Emergency notification systems installed on both campuses • Liability and risk factors growing • Need for (good) information intensifying

  7. Opportunity Components • Establish mechanisms for accountability • Ensure upper administration buy-in • Set structured meetings • Review business processes—across offices and across state lines • Keep cooperative spirit of the program • Communicate and reach out • Cooperate, cooperate, cooperate

  8. The Memo

  9. Our Process – Broken Down • Developed Executive Team • Set Registrar’s Offices regular meetings • Connected with our partners • Admissions --IT Help Desk • Financial Aid --Graduate School • Student Accounts • Connected with known key departments • Connected with academic administrators

  10. Business Processes Revamped • Confirm curriculum processes • Catalog courses only taught by institution • Establish student coding • Create admission forms and processes • Register at institution offering course • Key for all other systems to work • Award financial aid at student’s home institution • Bill students for tuition at home institution • Bill students for special course fees at institution offering course • Create new data exchange files to facilitate billing and financial aid processes • Create reports

  11. Findings • Mostly, the transition went well! • Surprisingly, several departments are team teaching courses • Not surprisingly, some instructors made arrangements without department knowledge • Throughout the change, more Registrar Appreciation Days are needed

  12. Challenges • Communication • Curriculum approval procedures • Change management • Completing small details • Continue to keep everyone cooperating, cooperating, cooperating

  13. Lessons Learned • What seems normal and necessary to registrars does not always seem normal and necessary to others • Things aren’t as simple as they seem • Stay the course • Keep talking

  14. Why It Worked for Us • Strong, positive working relationships • Between our two Registrar’s Offices • Among our two Registrars’ Offices and our academic units • Shared desire for better tracking and reporting • Critical timing with other changes • Necessary support from upper administration

  15. 8 Steps for Leading Change • Establishing a Sense of Urgency • Creating the Guiding Coalition • Developing a Change Vision • Communicating the Vision for Buy-in • Empowering Broad-based Action • Generating Short-term Wins • Never Letting Up • Incorporating Changes into the Culture From John Kotter’s research

  16. Leading to a Brighter Future "The leader is the servant who removes the obstacles that prevent people from doing their jobs."  Max DePree “How fascinating!” Benjamin Zander “Faxing can be fun!” Julia Pomerenk

  17. Living Cooperatively and Harmoniously ThankYou!

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